Role: Events Specialist
Reports to: Director of Events, Catering, & Visitor Experience
FLSA Status: Salaried, Full Time, Exempt (40 hours)
Location: New Canaan, Connecticut
About Grace Farms
Grace Farms is a center for culture and collaboration in New Canaan, Connecticut. We bring together people across sectors to explore nature, arts, justice, community, and faith at the SANAA-designed River building, situated on 80 acres of natural landscapes. Our humanitarian work to end modern slavery and foster more grace and peace in our local and global communities includes leading the Design for Freedom movement to eliminate forced labor in the building materials supply chain.
The Role
The Event Specialist at Grace Farms is responsible for coordinating, planning, and executing a diverse range of events ensuring that each event reflects the Foundation's mission and values. This role requires close and constant collaboration with internal teams, external partners, vendors and various stakeholders to deliver seamless, impactful events. Our environment is not a typical corporate events space. Our clients are not-for-profits, community partners, artists, subject-matter experts, government entities, and our own internal teams supporting the various initiatives and strategic programmatic goals. You will be part of an incredible team with a strong collaborative work ethic that is passionate about putting their events management skills to work in a mission-driven environment. This is also not a Monday-Friday 9:00 AM- 5:00 PM job. Events and Programs take place when the audiences are available which often means before & after hours, as well as on weekends. While there is some limited, occasional, Work From Home potential, this is primarily a place-based position.
Responsibilities:
- Coordinate, communicate and operationalize all major aspects of event management from inception planning through completion (End-to-End Event Management) for a high volume and variety of on-site, virtual and hybrid events and programs including but not limited to public programs, corporate events, community outreach events, space grants and private gatherings.
- Work closely with the colleagues in the Events, Visitor Experience, Food & Beverage/Catering and other internal departments and external partners to align event logistics with the broader visitor experience. Ensure that all staff are adequately briefed, prepared and assigned clear roles during events ensuring efficient and effective operations.
- Anticipate, recommend and coordinate all logistics, including venue setup, necessary resources, audiovisual, catering, transportation, and staffing needs.
- Serve as Day-of-Event Lead, responsible for ensuring successful event attendee experience as the primary point-of-contact during events, troubleshooting any issues that arise with grace and ease.
- Ensure that all administrative duties are delivered with efficiency, high quality and in a timely manner.
- Collaborate with the catering team to design and execute food & beverage offerings that align with each event's theme and the Mission of Grace Farms. Work with the catering team to customize menus based on the event type, guest preferences and dietary needs ensuring quality, sustainability and mission-aligned options. Assist in the supervision of catering logistics including setup, service flow and timing, ensuring that food & beverage services are integrated smoothly into the overall event experience - stepping in and providing assistance as needed.
- Manage relationships with vendors, including external catering, entertainment, floral, rental services, etc... ensuring quality and timeliness of services within budget.
- Participate in the communications with presenters and hosts to ensure they have the necessary resources, equipment, connectivity, and logistic details covered.
- Other Duties as assigned.
Qualifications:
- Minimum of three (3) years of event planning/coordination/management for cultural institutions or corporate spaces with a proven track record of success with public programming and/or event management.
- Equivalent of Associates Degree required. Bachelor's Degree in Event Management, Museum Studies, Communications, Hospitality or similar field preferred.
- Strong interpersonal, administrative, and communication skills, and the ability to execute tasks with a high degree of professionalism and excellence, especially under pressure. Exceptional attention to detail.
- Must exhibit a strong ability to re-prioritize tasks on-the-fly while making sound, independent decisions that are consistent with the organization's mission.
- Possess a confident customer service orientation, and professional demeanor. Must be comfortable in a front of house position, and able to handle the unexpected stressors with grace and peace.
- Competencies in fact finding, planning, problem solving and innovative thinking.
- Must be proficient in Microsoft Office, Outlook, and Excel.
- This position will work on site in New Canaan. Must have flexible schedule, as well as the willingness and ability to work nights and weekends as needed.
Physical Requirements:
- Ability to lift up to 25 lbs, bend, climb stairs, and stand for an extended period of time.
Benefits
Grace Farms offers a competitive benefit package that includes a choice of medical plans, a dental and vision plan, 100% employer-paid basic life insurance and short-term disability and a 403(b)-retirement benefit with an organization match. We encourage our staff to take time-off to rest and recharge and provide PTO, sick, and personal days as well as 11 paid holidays. All staff are welcome to explore the beautiful 80-acres of our preserved land and may take part in any of the numerous public events on-site.
Grace Farms is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.